STATE OF NORTH CAROLINA

Department of Health and Human Services

Invitation for Bids #: 30-270091-EIPD

Vehicle Modifications Package – Toyota Sienna XSE Sport

Date of Issue: September 23, 2026

Bid Opening Date: October 13, 2026

At 2:00 PM ET

Direct all inquiries concerning this IFB to:

Amanda Kerstetter

Procurement Specialist II

Email: Amanda.Kerstetter@dhhs.nc.gov

Ver: 09/2026

Invitation for Bids #

30-270091-EIPD

For internal State agency processing, including tabulation of bids, provide your company’s eVP (Electronic Vendor

Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available for public inspection.

This page shall be filled out and returned with your bid.

Failure to do so may subject your bid to rejection.

Vendor Name

Vendor eVP#

Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered

Vendor in good standing. You must enter the Vendor number assigned through eVP (Electronic Vendor

Portal). If you do not have a Vendor number, register at https://evp.nc.gov/SignIn

Electronic responses ONLY will be accepted for this solicitation.

https://evp.nc.gov/SignIn

Bid Number: 30-270091-EIPD Vendor: __________________________________________

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Refer ALL Inquiries regarding this IFB to:

Amanda Kerstetter

Amanda.Kerstetter@dhhs.nc.gov

Invitation for Bids #: 30-270091-EIPD

Bids will be publicly opened: October 13, 2026, at 2:00 PM ET

Using Agency: DEIPD Commodity No. and Description: 781800 – Transportation repair or maintenance services; 251700 – Transportation components and systems Requisition No.: RQ310630/518512

EXECUTION

In compliance with this Invitation for Bids (IFB), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein.

By executing this bid, the undersigned Vendor understands that false certification is a Class I felony and certifies that:

▪ this bid is submitted competitively and without collusion (G.S. 143-54),

▪ none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and

▪ it is not an ineligible Vendor as set forth in G.S. 143-59.1.

Furthermore, by executing this bid, the undersigned certifies to the best of Vendor’s knowledge and belief, that:

▪ it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency.

As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this IFB, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.

As required by Executive Order 24 (2017), the undersigned Vendor certifies will comply with all Federal and State requirements concerning fair employment and that it does not and will not discriminate, harass, or retaliate against any employee in connection with performance of any

Contract arising from this solicitation.

G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans, specifications, estimates for public contracts; or awarding or administering public contracts; or inspecting or supervising delivery of the public contract of any gift from anyone with a contract with the State, or from any person seeking to do business with the State. By execution of this response to the IFB, the undersigned certifies, for Vendor’s entire organization and its employees or agents, that Vendor is not aware that any such gift has been offered, accepted, or promised by any employees of your organization.

By executing this bid, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA GENERAL TERMS

AND CONDITIONS incorporated herein. These documents can be accessed from the ATTACHMENTS page within this document.

Failure to execute/sign bid prior to submittal may render bid invalid and it MAY BE REJECTED. Late bids shall not be accepted.

COMPLETE/FORMAL NAME OF VENDOR:

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21):

PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR:

VENDOR’S AUTHORIZED SIGNATURE*: DATE: EMAIL:

Department of Health and Human Services

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VALIDITY PERIOD

Offer shall be valid for at least ninety (90) days from date of bid opening, unless otherwise stated here: ______ days, or if extended by mutual agreement of the parties in writing. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this IFB.

ACCEPTANCE OF BIDS

If your bid is accepted, all provisions of this IFB, along with the written results of any negotiations, shall constitute the written agreement between the parties (“Contract”). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS are incorporated herein and shall apply. Depending upon the Goods or Services being offered, other terms and conditions may apply, as mutually agreed.

FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as indicated on

The attached certification, by ____________________________________________________________________.

(Authorized Representative of the Division of Employment and Independence for People with Disabilities)

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Contents

1.0 PURPOSE AND BACKGROUND

1.1 CONTRACT TERM

2.0 GENERAL INFORMATION

2.1 INVITATION FOR BIDS DOCUMENT

2.2 ePROCUREMENT FEE

2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS

2.4 IFB SCHEDULE

2.5 PRE-SALE CONDITIONS

2.6 BID QUESTIONS

2.7 BID SUBMITTAL

2.8 BID CONTENTS

2.9 ALTERNATE BIDS

2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

3.0 METHOD OF AWARD AND BID EVALUATION PROCESS

3.1 METHOD OF AWARD

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

3.3 BID EVALUATION PROCESS

3.4 PERFORMANCE OUTSIDE THE UNITED STATES

3.5 INTERPRETATION OF TERMS AND PHRASES

4.0 REQUIREMENTS

4.1 PRICING

4.2 FINANCIAL STABILITY

4.3 BACKGROUND CHECKS

4.4 PERSONNEL

4.5 VENDOR’S REPRESENTATIONS

4.6 TRANSPORTATION AND IDENTIFICATION

4.8 AUTHORIZED RESELLER

4.9 WARRANTY

4.10 MAINTENANCE OPTION

4.11 SERVICE

4.12 DEMONSTRATION

4.13 AGENCY INSURANCE REQUIREMENTS

4.14 LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS

4.15 SUBCONTRACTORS

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4.16 SECRETARY OF STATE REGISTRATION

5.0 SPECIFICATIONS AND SCOPE OF WORK

5.1 SPECIFICATIONS

5.2 CERTIFICATION AND SAFETY LABELS

5.3 DEVIATIONS

6.0 CONTRACT ADMINISTRATION

6.1 CONTRACT MANAGER AND CUSTOMER SERVICE

6.2 INVOICES

6.3 CONTINUOUS IMPROVEMENT

6.4 ACCEPTANCE OF WORK

6.5 FAITHFUL PERFORMANCE

6.7 DISPUTE RESOLUTION

6.8 CONTRACT CHANGES

7.0 ATTACHMENTS

ATTACHMENT A: PRICING

ATTACHMENT B: INSTRUCTIONS TO VENDORS

ATTACHMENT C: NORTH CAROLINA GENERAL TERMS AND CONDITIONS

ATTACHMENT D: LOCATION OF WORKERS UTILIZED BY VENDOR

ATTACHMENT E: CERTIFICATION OF FINANCIAL CONDITION

ATTACHMENT F: CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE

AGREEMENTS

ATTACHMENT G: DISCLOSURE OF LOBBYING ACTIVITIES

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1.0 PURPOSE AND BACKGROUND

The purpose of this solicitation is to Identify a single vendor to provide a Toyota Sienna XSE Sport with vehicle modifications, per the attached specifications.

The intent of this solicitation is to award an Agency Specific Contract.

1.1 CONTRACT TERM

The Contract shall have an initial term of one (1) year, beginning on the date of final Contract execution (the “Effective Date”).

Bids shall be submitted in accordance with the terms and conditions of this IFB and any addenda issued hereto.

2.0 GENERAL INFORMATION

2.1 INVITATION FOR BIDS DOCUMENT

This IFB is comprised of the base IFB document, any attachments, and any addenda released before Contract award, which are incorporated herein by reference.

2.2 ePROCUREMENT FEE

ATTENTION: The eProcurement fee may apply to this solicitation. See the paragraph entitled ELECTRONIC PROCUREMENT of the North Carolina General Terms and Conditions.

General information on the eProcurement Services can be found at: http://eprocurement.nc.gov/.

2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS

It shall be the Vendor’s responsibility to read the Instructions to Vendors, the North Carolina General Terms and Conditions, all relevant exhibits and attachments, and any other components made a part of this IFB and comply with all requirements and specifications herein. Vendors are also responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this IFB.

If Vendors have questions or issues regarding any component of this IFB, those must be submitted as questions in accordance with the instructions in the BID QUESTIONS Section. If the State determines that any changes will be made as a result of the questions asked, then such decisions will be communicated in the form of an IFB addendum. The State may also elect to leave open the possibility for later negotiation of specific provisions of the Contract that have been addressed during the question-and-answer period, prior to contract award.

Other than through the process of negotiation under 01 NCAC 05B.0503, the State rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s bid or otherwise. This applies to any language appearing in or attached to the document as part of the Vendor’s bid that purports to vary any terms and conditions or Vendors’ instructions herein or to render the bid non-binding or subject to further negotiation. Vendor’s bid shall constitute a firm offer that shall be held open for the period required herein (“Validity Period” above).

The State may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this IFB Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded unless expressly agreed upon during negotiations and incorporated by way of a

Best and Final Offer (BAFO). Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor’s bid as nonresponsive.

http://eprocurement.nc.gov/

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2.4 IFB SCHEDULE

The table below shows the intended schedule for this IFB. The State will make every effort to adhere to this schedule.

Event Responsibility Date and Time

Issue IFB State September 23, 2026

Submit Written Questions Vendor September 29, 2026, at 2:00 PM ET

Provide Response to

Questions

State October 01, 2026

Submit Bids Vendor October 13, 2026, at 2:00 PM ET

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Contract Award State EST October/November 2026

2.5 PRE-SALE CONDITIONS

NOTE: Prior to finalizing the sale, the vendor must do a free product demonstration with the proposed vehicle at the client’s residence to ensure a proper wheelchair/client fit.

2.6 BID QUESTIONS

Upon review of the IFB documents, Vendors may have questions to clarify or interpret the IFB in order to submit the best bid possible. To accommodate the Bid Questions process, Vendors shall submit any such questions by the “Submit Written Questions” date and time provided in the IFB SCHEDULE Section above, unless modified by Addendum.

Written questions shall be emailed to Amanda.Kerstetter@dhhs.nc.gov by the date and time specified above. Vendors should enter “IFB # 30-270091-EIPD: Questions” as the subject for the email. Question submittals should include a reference to the applicable IFB section and be submitted in the format shown below:

Reference Vendor Question

IFB Section, Page Number Vendor question …?

Questions received prior to the submission deadline date, the State’s response, and any additional terms deemed necessary by the State will be posted in the form of an addendum to the electronic Vendor Portal (eVP), https://evp.nc.gov, and shall become https://teams.microsoft.com/meet/298154555747249?p=RXX2jpzMCycnpRHFys https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTRiZGIzZjctYzRjNi00ZTE0LWEzOGQtYTYwYjU4ZDJkYjNi%40thread.v2/0?context=%7b%22Tid%22%3a%227a7681dc-b9d0-449a-85c3-ecc26cd7ed19%22%2c%22Oid%22%3a%223881eaa9-63a6-4b3b-a2b8-e42290f15e88%22%7d tel:+19842041487,,289667076 https://dialin.teams.cloud.microsoft/c102d528-0544-4660-b869-294e85047e28?id=289667076 https://www.webex.com/msteams?confid=1172198899&tenantkey=ncgov&domain=m.webex.com https://evp.nc.gov/

Ver: 09/2026 7 an Addendum to this IFB. No information, instruction or advice provided orally or informally by any State personnel, whether made in response to a question or otherwise in connection with this IFB, shall be considered authoritative or binding. Vendors shall rely only on written material contained in the IFB and an addendum to this IFB.

2.7 BID SUBMITTAL

IMPORTANT NOTE: This is an absolute requirement. Late bids, regardless of cause, will not be opened or considered, and will be automatically disqualified from further consideration. Vendor shall bear the sole risk of late submission due to unintended or unanticipated delay. It is the Vendor’s sole responsibility to ensure its bid has been received as described in this IFB by the specified time and date of opening. The time and date of receipt will be marked on each bid when received. Any bid or portion thereof received after the bid deadline will be rejected.

If applicable to this IFB and using eVP, all proposal responses shall be submitted electronically via the electronic Vendor Portal (eVP). Additional information can be found at the eVP updates for Vendors link: https://eprocurement.nc.gov/news-events/evp-updates-vendors.

Failure to submit a bid in strict accordance with these instructions shall constitute sufficient cause to reject a Vendor’s bids(s).

Vendors are strongly encouraged to allow sufficient time to upload bids.

Critical updated information may be included in Addenda to this IFB. It is important that all Vendors responding to this IFB periodically check the State’s eVP website for any Addenda that may be issued prior to the bid opening date. All Vendors shall be deemed to have read and understood all information in this IFB and all Addenda thereto.

2.8 BID CONTENTS

Vendors shall populate all attachments of this IFB that require the Vendor to provide information and include an authorized signature where requested. Failure to provide all required items, or Vendor’s submission of incomplete items, may result in the

State rejecting Vendor’s bid, in the State’s sole discretion.

Vendor IFB responses shall include the following items and attachments, which shall be arranged in the following order:

a) Completed and signed version of all EXECUTION PAGES, along with the body of the IFB.

b) Signed receipt pages of any addenda released in conjunction with this IFB, if required to be returned.

c) Vendor’s Response [4.7, 4.8, 4.9, 4.11, 4.16, Part III, 6.1]

d) Completed version of ATTACHMENT A: PRICING

e) Completed version of ATTACHMENT D: LOCATION OF WORKERS UTILIZED BY VENDOR

f) Completed and signed version of ATTACHMENT E: CERTIFICATION OF FINANCIAL CONDITION

g) Completed and signed version of ATTACHMENT F: CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE

AGREEMENTS

h) Completed and signed version of ATTACHMENT G: DISCLOSURE OF LOBBYING ACTIVITIES

2.9 ALTERNATE BIDS

Unless provided otherwise in this IFB, Vendor may submit alternate bids for comparable Goods, various methods or levels of

Service(s), or that propose different options. Alternate bid must specifically identify the IFB requirements and advantage(s) addressed by the alternate bid. Any alternate bid, in addition to the marking described above, must be clearly marked with the legend: “Alternate Bid #___ [for ‘name of Vendor’]”. Each bid must be for a specific set of Goods and Services and must include specific pricing. If a Vendor chooses to respond with various offerings, each must be offered with a separate price and be contained in a separate bid. Each bid must be complete and independent of other bids offered.

https://eprocurement.nc.gov/news-events/evp-updates-vendors https://eprocurement.nc.gov/news-events/evp-updates-vendors

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2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

Relevant definitions for this IFB are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found below which are incorporated herein by this reference.

The following definitions, acronyms, and abbreviations are also relevant to this IFB:

a. 49CFR565 – Code of Federal Regulations – Title 49/Subtitle B/Chapter 5/Part 595: Make Inoperative Exemptions

b. AWS – American Welding Society

c. Client – An individual who is receiving services from the NCEIPD

d. FMVSS – Federal Motor Vehicle Safety Standards

e. FMVSS 110 – Tire Loading Information

f. FMVSS 209 – Seat Belt Assemblies

g. FMVSS 214 – Side Impact Protection

h. FNVSS 302 – Flammability of Interior Materials

i. GWAR – Gross Weight of Axel Rating

j. GWVR – Gross Weight of Vehicle Rating

k. ISO – International Standards Organization

l. NCAC – North Carolina Administrative Code

m. NCGS – North Carolina General Statute

n. NCEIPD – North Carolina Employment and Independence for People with Disabilities (Division name change - formerly NCDVRS – North Carolina Division of Vocational Rehabilitation Services)

o. NHTSA – National Highway Traffic Safety Administration

p. NMEDA – National Mobility Equipment Dealer Association

q. NMEDA QAP – Quality Assurance Program

r. SAE – Society of Automotive Engineers

3.0 METHOD OF AWARD AND BID EVALUATION PROCESS

3.1 METHOD OF AWARD

North Carolina G.S. 143-52 provides a general list of criteria the State shall use to award contracts, as supplemented by the additional criteria herein. The Goods or Services being procured shall dictate the application and order of criteria; however, all award decisions shall be in the State’s best interest.

All responsive bids will be reviewed, and an award or awards will be based on the responsive bid(s) offering the lowest price that meets the specifications provided herein, to include any required verifications set out here in such as but not limited to past performance, references, and financial documents. .

While the intent of this IFB is to award a Contract(s) to a single Vendor, the State reserves the right to make separate awards to different Vendors for one or more line items, to not award one or more line items, or to cancel this IFB in its entirety without awarding a Contract, if it is considered to be most advantageous to the State to do so.

The State reserves the right to waive any minor informality or technicality in bids received.

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3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

While this IFB is under evaluation, the responding Vendor, including any subcontractors and suppliers, is prohibited from engaging in conversations intended to influence the outcome of the evaluation. See the Paragraph 29 of the Instructions to Vendors entitled

COMMUNICATIONS BY VENDORS.

Each Vendor submitting a bid to this IFB, including its employees, agents, subcontractors, suppliers, subsidiaries and affiliates, is prohibited from having any communications with any person inside or outside the using agency; issuing agency; other government agency office or body (including the procurement lead named above, any department secretary, agency head, members of the General Assembly and Governor’s office); or private entity, if the communication refers to the content of Vendor’s bid or qualifications, the content of another Vendor’s proposal, another Vendor’s qualifications or ability to perform a resulting contract, and/or the transmittal of any other communication of information that could be reasonably considered to have the effect of directly or indirectly influencing the evaluation of proposals, the award of a contract, or both.

Any Vendor not in compliance with this provision shall be disqualified from evaluation and award. A Vendor’s proposal may be disqualified if its subcontractor and/or supplier engage in any of the foregoing communications during the time that the procurement is active (i.e., the issuance date of the procurement until the date of contract award or cancellation of the procurement). Only those discussions, communications or transmittals of information authorized or initiated by the issuing agency for this IFB or inquiries directed to the procurement lead named in this IFB regarding requirements of the IFB (prior to proposal submission) or the status of the award (after submission) are excepted from this provision.

3.3 BID EVALUATION PROCESS

Only responsive submissions will be evaluated.

The State will conduct an evaluation of responsive Bids, as follows:

Bids will be received according to the method stated in the Bid Submittal section above.

All bids must be received by the issuing agency not later than the date and time specified in the IFB SCHEDULE Section above, unless modified by Addendum. Vendors are cautioned that this is a request for offers, not an offer or request to contract, and the State reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best interest of the State.

At the date and time provided in the IFB SCHEDULE Section above, unless modified by Addendum, the bids from each responding Vendor will be opened publicly and all offers (except those that have been previously withdrawn, or voided bids) will be tabulated. The tabulation shall be made public at the time it is created. When negotiations after receipt of bids is authorized pursuant to G.S. 143-49 and 01 NCAC 05B.0503, only the names of offerors and the Goods and Services offered shall be tabulated at the time of opening. Cost and price shall become available for public inspection at the time of the award.

Interested parties are cautioned that these costs and their components are subject to further evaluation for completeness and correctness and therefore may not be an exact indicator of a Vendor’s pricing position.

At their option, the evaluators may request oral presentations or discussions with any or all Vendors for clarification or to amplify the materials presented in any part of the bid. Vendors are cautioned, however, that the evaluators are not required to request presentations or other clarification—and often do not. Therefore, all bids should be complete and reflect the most favorable terms available from the Vendor. Prices bid cannot be altered or modified as part of a clarification.

Bids will generally be evaluated, based on completeness, content, cost and responsibility of the Vendor to supply the requested Goods and Services. Specific evaluation criteria are listed in Section 3.1 METHOD OF AWARD.

Upon completion of the evaluation process, the State will make Award(s) based on the evaluation and post the award(s) to the State’s eVP website under the IFB number for this solicitation. Award of a Contract to one Vendor does not mean that the other bids lacked merit, but that, all factors considered, the selected bid was deemed most advantageous and represented the best value to the State.

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The State reserves the right to negotiate with one or more Vendors, or to reject all original offers and negotiate with one or more sources of supply that may be capable of satisfying the requirement, and in either case to require Vendor to submit a

Best and Final Offer (BAFO) based on discussions and negotiations with the State.

3.4 PERFORMANCE OUTSIDE THE UNITED STATES

Vendor shall complete ATTACHMENT: LOCATION OF WORKERS UTILIZED BY VENDOR. In addition to any other evaluation criteria identified in this IFB, the State may also consider, for purposes of evaluating proposed or actual contract performance outside of the United States, how that performance may affect the following factors to ensure that any award will be in the best interest of the State:

a) Total cost to the State

b) Level of quality provided by the Vendor

c) Process and performance capability across multiple jurisdictions

d) Protection of the State’s information and intellectual property

e) Availability of pertinent skills

f) Ability to understand the State’s business requirements and internal operational culture

g) Particular risk factors such as the security of the State’s information technology

h) Relations with citizens and employees

i) Contract enforcement jurisdictional issues

3.5 INTERPRETATION OF TERMS AND PHRASES

This IFB serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the State; and (2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. The use of phrases such as “shall,” “must,” and “requirements” are intended to create enforceable contract conditions. In determining whether bids should be evaluated or rejected, the State will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the State’s needs as described in the IFB. Except as specifically stated in the IFB, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the State exercising its discretion to reject a bid in its entirety.

4.0 REQUIREMENTS

This Section lists the requirements related to this IFB. By submitting a bid, the Vendor agrees to meet all stated requirements in this Section as well as any other specifications, requirements, and terms and conditions stated in this IFB. If a Vendor is unclear about a requirement or specification, or believes a change to a requirement would allow for the State to receive a better bid, the

Vendor is urged to submit these items in the form of a question during the question-and-answer period in accordance with the Bid

Questions Section above.

4.1 PRICING

Bid price shall constitute the total cost to the State for complete performance in accordance with the requirements and specifications herein, including all applicable charges for handling, transportation, administrative and other similar fees. Complete

ATTACHMENT: PRICING and include in Vendor’s response.

INVOICES MAY NOT BE PAID UNTIL AN INSPECTION HAS OCCURRED AND THE GOODS OR SERVICES ACCEPTED.

4.1.1 IMPORT TARIFF TEMPORARY SURCHARGE

Pricing shall be exclusive of any pending tariffs or temporary tariff surcharge. Vendor may request a temporary tariff surcharge in ATTACHMENT: PRICING SUBMITTAL WORKBOOK as a charge separate from the contract price. Any temporary tariff surcharge(s) associated with purchases shall be provided by way of a percentage tariff surcharge. All tariff surcharges proposed are intended to be temporary and based on current tariff implications specific to related commodities with evidence of submitted documentation of affected MSRP products. Vendor understands that the agency may request additional justification. Any

Ver: 09/2026 11 temporary tariff surcharge percentage will be negotiated and mutually agreed upon. The state is not obligated to accept any proposed import tariff surcharge. Proposed tariff surcharges may be used as a factor for evaluation and award.

4.2 FINANCIAL STABILITY

As a condition of contract award, the Vendor must certify that it has the financial capacity to perform and to continue to perform its obligations under the Contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance of this Contract; and that entering into this

Contract is not prohibited by any contract, or order by any court of competent jurisdiction.

Each Vendor shall certify it is financially stable by completing ATTACHMENT: CERTIFICATION OF FINANCIAL CONDITION. The State is requiring this certification to minimize potential issues from contracting with a Vendor that is financially unstable. From the date of the Certification to the expiration of the Contract, the Vendor shall notify the State within thirty (30) days of any occurrence or condition that materially alters the truth of any statement made in this Certification. The Contract Manager may require annual recertification of the Vendor’s financial stability.

4.3 BACKGROUND CHECKS

Any personnel or agent of Vendor performing Services under any Contract arising from this IFB may be required to undergo a background check at the expense of the Vendor, if so requested by the State.

4.4 PERSONNEL

Vendor warrants that qualified personnel shall provide Services under this Contract in a professional manner. “Professional manner” means that the personnel performing the Services will possess the skill and competence consistent with the prevailing business standards in the industry. Vendor will serve as the prime contractor under this Contract and shall be responsible for the performance and payment of all subcontractor(s) that may be approved by the State. Names of any third-party Vendors or subcontractors of Vendor may appear for purposes of convenience in Contract documents; and shall not limit Vendor’s obligations hereunder. Vendor will retain executive representation for functional and technical expertise as needed in order to incorporate any work by third party subcontractor(s).

Should the Vendor’s bid result in an award, the Vendor shall be required to agree that it will not substitute key personnel assigned to the performance of the Contract without prior written approval by the Contract Lead. Vendor shall further agree that it will notify the Contract Lead of any desired substitution, including the name(s) and references of Vendor’s recommended substitute personnel. The State will approve or disapprove the requested substitution in a timely manner. The State may, in its sole discretion, terminate the Services of any person providing Services under this Contract. Upon such termination, the State may request acceptable substitute personnel or terminate the contract Services provided by such personnel.

4.5 VENDOR’S REPRESENTATIONS

If Vendor’s bid results in an award, Vendor agrees that it will not enter any agreement with a third party that may abridge any rights of the State under the Contract. If any Services, deliverables, functions, or responsibilities not specifically described in this solicitation are required for Vendor’s proper performance, provision and delivery of the Service and deliverables under a resulting

Contract, or are an inherent part of or necessary sub-task included within such Service, they will be deemed to be implied by and included within the scope of the Contract to the same extent and in the same manner as if specifically described in the Contract.

Unless otherwise expressly provided herein, Vendor will furnish all of its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies and materials necessary for the Vendor to provide and deliver the Services and/or other Deliverables.

4.6 TRANSPORTATION AND IDENTIFICATION

The Vendor shall deliver Free-On-Board (FOB) Destination to any requested location within the State of North Carolina with all transportation costs and fees included in the total bid price.

Ver: 09/2026 12

When an order is placed using a purchase order, the purchase order number shall be shown on all packages and shipping manifests to ensure proper identification and payment of invoices. If an order is placed without using a purchase order, such as via phone, the Buyer’s name shall be shown on all packages. A complete packing list shall accompany each shipment. Vendors shall not sh ip any products until they have received an order.

4.7 DELIVERY AND INSTALLATION

The Vendor shall deliver Free-On-Board (FOB) Destination to the following location(s): Lenoir, NC 28645

For completion by Vendor:

Delivery will be made from __________________________________________ (city, state) within _____ consecutive calendar days after receipt of purchase order. Promptness of delivery may be used as a factor in the award criteria.

Delivery shall not be considered to have occurred until installation has been completed. Upon completion of the installation, the

Vendor shall remove and properly dispose of all waste and debris from the installation site. The Vendor shall be responsible for leaving the installation area clean and ready to use.

4.8 AUTHORIZED RESELLER

The Vendor shall be authorized by the manufacturer to distribute or resell the products and/or maintenance offered in this IFB.

The Vendor shall provide a signed statement from the manufacturer confirming authorization upon request from the agency.

Failure to provide this statement shall constitute sufficient grounds for rejection of Vendor’s bid, at the discretion of the State.

Vendor is the: Manufacturer Dealer Reseller Distributor

Authorized: Yes No

Attached Manufacturer’s Authority: Yes No

4.9 WARRANTY

The Vendor warrants that all equipment furnished under this IFB will be newly manufactured, of good material and workmanship. The warranty will apply from the date equipment is put into operation for a minimum period of twelve (12) months or the length of the manufacturer’s warranty, whichever is longer. Such warranty shall cover the cost of all defective parts replacement, labor, freight, and technicians’ travel at no additional cost to the State, or as specified by the Purchas ing

Agency herein. To the extent not superseded by the terms of this paragraph, manufacturer’s warranty terms shall apply. A vendor’s warranty shall be at least the level of coverage provided for its comparable customers.

The report of a problem does not presuppose that every call must result in an “on-site” visit for service/repair. The Vendor and/or service sub-contractor shall utilize their best efforts to resolve problems in a timely fashion by using acceptable servicing methods to include, but not limited to, verbal problem analysis and remote diagnosis. The warranty requirement does not impose any additional duty on the State to make other than normal and good faith problem resolution efforts or expenditures of time. Vendor shall be responsible for compliance with warranty terms by any third-party service provider. Vendor shall provide contact information for warranty service provider, below.

A. Is the Vendor authorized by manufacturer to repair equipment offered during the warranty period? YES NO

B. Will the Vendor provide warranty service? YES NO

If NO, then a manufacturer-authorized third-party service provider will perform warranty service.

Contact information for warranty service provider:

Company Name: _______________________________________________

Company Address: ________________________________________________

Ver: 09/2026 13

Contact Person (name): ________________________________________________

Telephone Number: ________________________________________________

Email Address: ________________________________________________

4.10 MAINTENANCE OPTION

Following expiration of the above warranty, Vendor, or its third-party service provider, shall maintain the system specifications and performance level in accordance with the manufacturer’s published specifications and those of this IFB. Maintenance shal l include all parts, remedial maintenance labor, travel and living expenses incurred. Except as specifically provided for elsewhere herein, coverage shall be at least for 8:00 am ET to 5:00 pm ET, Monday through Friday, except State recognized holidays and shall include a minimum of two (2) preventive and safety maintenance inspections per year. The State shall have the option to accept the maintenance coverage in this paragraph at the price offered in ATTACHMENT A: PRICING of this IFB, if applicable.

4.11 SERVICE

A. Is the Bidder factory authorized to repair equipment offered during warranty period? Yes No

B. Is the Bidder’s facility located outside of the 2014 NMEDA QAP Rules 100 mile/2 hr. service area? Yes No

IF YES – the Bidder states: “In accordance with NMEDA QAP Servicing Agreement Form Part A, of which the vendor agrees to service the conversion vehicle.”: Yes No

OR – If none of the accredited facilities contacted agrees to servicing the mobility equipment installed, then the Bidder states:

“none” above.

4.12 DEMONSTRATION

Upon request from the State, Vendors shall be capable of demonstrating proposed equipment within ten (10) consecutive calendar days after notification, at no additional cost to the State. If requested, this will be a comprehensive demonstration at a s ite designated by the State with hands-on participation by agency operator(s), if necessary or appropriate. The failure of a Vendor to perform a satisfactory demonstration (if requested), shall constitute sufficient basis for rejection of the bid. The results of such a demonstration will be considered in the evaluation and award of a contract.

4.13 AGENCY INSURANCE REQUIREMENTS

1. Potential for damage to State property or property of a third party,

2. Potential for bodily injury to State employees or third parties,

3. Whether Vendor will transport State property, clients, or employees,

4. Use of a vehicle to accomplish the work or to travel to or from State locations,

5. Anticipated physical contacts of the Vendor with the State,

6. Anticipated number and activity of Vendor personnel within the State, and

7. Any other unique considerations that could result in harm, bodily injury, or property damage.

A. Default Insurance Coverage from the General Terms and Conditions applicable to this Solicitation:

☐ Small Purchases

☒ Contract value in excess of the Small Purchase threshold, but up to $1,000,000.00

☐ Contract value in excess of $1,000,000.00

B. The Procurement Entity has conducted a risk assessment and determined that certain default coverage provisions in the North

Carolina General Terms and Conditions, paragraph entitled Insurance, should be increased from the minimums stated. Increased

Ver: 09/2026 14 or additional insurance coverage amounts for this Solicitation are as follows. Coverages not changed here remain as stated in the

General Terms and Conditions.

Liability insurance. Each Vendor shall maintain “product/completed operations” liability insurance that covers the vendor’s work or the work/products of his/her suppliers and provides minimum coverage of one million dollars. In addition, each Vendor will maintain “garage-keeper’s” liability insurance and “premises” liability insurance as well. Proof of insurance will be provided to NCEIPD upon request and will be resubmitted on an annual basis.

4.14 LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS

Federal law prohibits recipients of federal funds, whether through grants, contracts, or cooperative agreements, from using those funds to influence or attempt to influence (lobby) a federal official in connection with obtaining, extending, or modifying any federal contract, grant, loan, or cooperative agreement. Further, federal law requires that applicants for federal funds certify:

• that they abide by the above restriction;

• that they disclose any permissible (non-federal) paid lobbying on the Federal Awards being applied for; and

• that such certification requirements will also be included in any subawards meeting the applicable thresholds.

Vendors must complete and submit the CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS and the DISCLOSURE OF LOBBYING ACTIVITIES when responding to this solicitation.

4.15 SUBCONTRACTORS

No portion of the work shall be subcontracted without prior written consent of the State. In the event that the Vendor desires to subcontract some part of the work specified herein, the Vendor shall furnish with their bid the names, qualifications, and experience of their proposed subcontractors. The Vendor shall, however, remain solely and fully liable and responsible for the work done by its subcontractor(s) and shall assure compliance with all the requirements and specifications of the contract.

4.16 SECRETARY OF STATE REGISTRATION

Prior to entering into a contract with the State, the awarded Vendor(s) must complete registration with the NC Secretary of State.

Upon notification of award, the selected Vendor(s) must furnish evidence of filing within 10 business days. Failure to provide this documentation may result in the disqualification of the Vendor(s) bid from further consideration for the award. No purchase orders shall be issued prior to confirmation of completed registration with the Secretary of State.

A contract award under the above-referenced solicitation, and the resulting purchase orders, will produce repeated orders and transactions in North Carolina and will constitute “transacting business” in the State, which requires a certificate of authority from the North Carolina Secretary of State as provided in G.S. §55-15-01 (corporations) or §57D-7-01 (LLCs). Please go to: https://www.sosnc.gov/ to register.

Vendor registered with the North Carolina Secretary of State: Yes ☐ No ☐

5.0 SPECIFICATIONS AND SCOPE OF WORK

5.1 SPECIFICATIONS

The specific items and any specifications that the Procurement Entity is seeking are listed below. Items offered by the Vendor must meet or exceed the listed Specifications to be considered for award.

INDEX

PART I DESCRIPTIONS

A. Description of Vehicle to be Purchased

B. Description of Wheelchair/Scooter (for reference only) https://www.sosnc.gov/

Ver: 09/2026 15

PART II BID REQUIREMENTS

PART III MODIFICATION SPECIFICATIONS

Section MODIFICATION REQUIREMENTS

0. TRANSPORTATON

1. FITTINGS

2. HAND CONTROLS

3. PEDAL GUARDS

6. REDUCED EFFORT BRAKING MODIFICATIONS

9. STEERING WHEEL DEVICE

11. REDUCED EFFORT STEERING MODIFICATION

14. TURN SIGNAL EXTENSION

17. MIRRORS AND DISPLAY

32. SIX-WAY TRANSFER SEAT BASE

33. WHEELCHAIR TIEDOWN AND OCCUPANT RESTRAINT SYSTEMS

41. ELECTRICAL REQUIREMENTS

42. INSTALLATION GENERAL REQUIREMENTS

43. VEHICLE WEIGHT RATINGS

44. TRAINING REQUIREMENTS

DRIVING MODIFICATIONS DELIVERY CHECKLIST

VEHICLE MODIFICATION CERTIFICATE OF COMPLIANCE

TRAINING CERTIFICATE FOR INSTALLED ADAPTIVE EQUIPMENT

VEHICLE LOADING CERTIFICATE

NOTE: THIS IS FOR COMBINED PURCHASE OF A DROPPED-FLOOR MINIVAN and DRIVING

MODIFICATIONS.

Part I – DESCRIPTIONS

A. Description of Vehicle to be Purchased

1.0 CHASSIS DESCRIPTION (Like or Functionally Equivalent):

1.1 Make: Toyota

1.2 Model: Sienna

1.3 Trim: XSE SPORT, WITH SUNROOF AND ROOF RACK

1.4 Year: 2027, May consider 2026

New - Odometer miles: Preferred to be less than 1,000 miles.

1.5 Engine: 6-cylinder standard size

1.6 Transmission: Auto

1.7 Electrical system: Standard battery

1.8 Power: Steering, Brakes, Windows, Door locks, Mirrors

1.9 Cruise control: Yes

1.10 Tilt wheel: Yes

Ver: 09/2026 16

1.11 Heating/Air conditioning: Front, Rear

1.12 Exterior color: In all cases, where Client’s Preferences are not available, vendor can provide a quote for other available colors.

Client’s Preferences are:

Choice 1: Ruby Flare Pearl Choice 2: Blueprint Choice 3: Magnetic Gray Metallic Choice 4: Celestial Silver Metallic Choice 5: Midnight Black Metallic

CLIENT DOES NOT WANT WHITE IF AT ALL POSSIBLE.

1.13 Interior color: Interior color to coordinate with exterior color.

2.0 DROPPED-FLOOR SIDE ENTRY CONVERSION installed in a MINIVAN:

2.1 Dropped floor package: BraunAbility XT 13” drop only

Conversion must include full floor drop (cargo area, driver, and front passenger).

Conversion must include interior finish.

2.2 Sliding side door(s): Power

2.3 Ramp: FOLD UP with Manual Emergency Back-Up

2.4 Removable seats: Driver, Front passenger

2.5 Flooring: Wheelchair rubberized flooring – NO CARPET

2.6 Kneeling system: Yes

2.7 Door/ramp controls: Provide two (2) wireless keychain remotes.

B. DESCRIPTION OF WHEELCHAIR/SCOOTER

1.0 WHEELCHAIR

1.1 Make: Permobil

1.2 Model: F3

1.3 Model #: F3

1.4 Serial #: 2520020005

1.5 Type: powered chair, front wheel drive

1.6 WC-19 compliant: yes

1.7 Total reported weight of client: 195

1.8 Weight of wheelchair: 405

1.9 Comments: ___________________________________________________

2.0 DIMENSIONS - CHAIR ONLY (inches):

2-1 Height

2-1-1 Floor to: Top of armrest 29 ½” Lowest part of footrest 4”

2-2 Length 2-2-1 Back of rearmost wheel/caster/anti-tipper to front of forwardmost wheel/caster/anti-tipper 40” 2-2-2 Overall (front of footrest to back of rearmost wheel/caster/anti-tipper) 48”

2-3 Width 2-3-1 Overall chair (including any projection) 25” 2-3-2 Outside rear wheels (at bottom of wheels)19” 2-3-3 Outside of forwardmost wheels/casters/anti-tippers 23 ½” 2-3-4 Outside footrests 17” 2-3-5 Caster tire thickness 2 ½”

Ver: 09/2026 17

2-4 Rear tire (complete designation): Diameter 13” Width 2 ½” 3.00 - 8

3. DIMENSIONS - CLIENT AND CHAIR (inches):

3-1 Floor to top of head (erect) 55” 3-2 Floor to top of head (ducked/tilted to lowest height that chair can be safely operated) 53” 3-3 Floor to eye level 50 ½” 3-4 Floor to top of knee 27” 3-5 Tip of toes to back of rear wheel 50”

Part II - BID REQUIREMENTS

A. VENDOR GENERAL RESPONSIBILITIES

1. The Vendor is contracted to provide and properly install the adaptive equipment specified by the North Carolina

Division of Employment and Independence for People with Disabilities (NCEIPD). All equipment must be installed in a manner that meets the client’s needs, protects vehicle occupants, and that protects and secures all installed equipment.

• The Vendor is responsible for ensuring that the installation is in accordance with applicable state and federal laws, manufacturer’s guidelines, industry standards and other requirements contained in the purchase order so that the client can safely operate the equipment.

• If the specified equipment is installed correctly but doesn’t meet the functional needs of the client, NCEIPD can authorize additional equipment and labor. Such authorization must be obtained prior to the Vendor commencing rework and ordering additional materials. Authorization will be in the form of a revised purchase order or a unit office authorization.

2. To bid and be awarded the contract, the Vendor must be a certified vendor with the NCEIPD Vehicle Modification

Program, which includes an on-site inspection of the Vendor’s facility and a review of training and certification records, quality assurance records, and the NHTSA compliance reports.

3. Vendors must notify the Counselor, Engineer, and State Purchasing Representative promptly about any issues that adversely affect their ability to meet the contract requirements, including but not limited to delivery delays, equipment problems, and product clarification. Any deviations to the contracted specifications after the purchase order is issued must be approved by the State Purchasing Office. Neither the Client nor the Engineer are authorized to make changes.

4. Any custom equipment, when authorized, will be detailed in the specifications. General or non-product specific equipment specifications do not imply custom equipment. This requirement is not intended to preclude modifications to products that take place in the normal fitting process.

5. The Vendor must not discuss, recommend, or suggest alternatives to these specifications or the policies, procedures, and actions of the NCEIPD with the client. Vendors can contact the Counselor or Engineer with any questions or suggestions.

6. Vendor may subcontract any work, but Vendor shall retain fitting, warranty and repair responsibility for all subcontracted work and Vendor must have on staff an employee certified by the manufacturer to install, service, and repair the subcontracted equipment.

7. For liability reasons, Vendor must document/photograph the condition of the vehicle exterior, interior, and accessories prior to modifications and return the vehicle to the Client in same condition.

8. If the cost of the project is being shared by the NCEIPD and the Client, the Vendor will be responsible for invoicing the Client separately for their portion of the cost.

9. Receiving the final inspection approval from the Rehabilitation Engineer does not relieve the Vendor from meeting all conditions and requirements specified in the purchase order, and any other document included as part of the contract.

10. The Vendor is not responsible for providing transportation for the Client to attend fittings and delivery. Please direct the Client to contact their Counselor.

11. Warranty work. Unless NCEIPD has specified for the Vendor to install previously used equipment, the installed equipment will be new under full manufacturer’s warranty and is subject to the following conditions:

• The Vendor is to provide a minimum of one-year parts and labor for warranty repairs and mandatory service/preventive maintenance. The delivery of the completed modified vehicle will be the start date for the one-year requirement. If the manufacturer states a longer warranty period for parts and/or labor, the Vendor will honor the longer period. The Product Warranty, as stated in the Equipment Owner’s Manual, will be in effect for all installed equipment (excluding the above one-year requirements), provided the Warranty does not conflict with North Carolina law.

Ver: 09/2026 18 o The Vendor is to instruct the client to contact the Vendor directly…